Library. Disaster Response Plan

Transcription

1 Disclaimer: This is a generic Disaster response and recovery plan, that the members of the CAVAL Risk Management Group have devised based on the RMIT Disaster Response Plan. It is recommended that the Library use this generic plan as a basis only for their own plan. The plan is based on conditions that libraries in Victoria, Australia would face, and each library will need to "institutionalise" it for their own specific conditions. The CAVAL Risk Management Group does not give any guarantees undertakings or warranties in relation to the accuracy and completeness of the plan. The members of the CAVAL Risk Management Group and their respective institutions will not be liable for any loss or damage direct or indirect that may ensue arising out of the use and reliance of any information in the plan. Some sections have an explanation of the type of information to be included, in italics. These are for guidance purposes only, and should be removed prior to publication of the plan.

2 Library Disaster Response Plan Last Updated: August 10, 2005

3 Contents 1. Objective of the Disaster Response Plan 2. Distribution of the Disaster Response Plan 3. Maintenance of the Disaster Response Plan 4. Responsibilities of Disaster Response Team members 5. Contingency Planning 6. Disaster Reaction 6.1. Safety first 6.2. Raising the alarm 6.3 Occupational health and safety 7. Disaster Response 7.1. Assessment of damage 7.2. Scale of disasters 7.3. Stabilisation of the environment 7.4. Reporting the disaster 7.5. Recovery decision making 7.6. Setting priorities 7.7. Set up a control centre and sorting and treatment areas 7.8. Photograph and record all damage 7.9. Other 8. Disaster Recovery 8.1. Salvaging procedures 8.2. Evaluation Evaluation decision making Air-drying Freezing Special treatment Discarding Replacement No action required Referral to a conservator or other expert 8.3. Treatment techniques Air-drying Books Journals Posters and maps Documents and manuscripts Microfiche and microfilm Audiocassettes and videotapes CAVAL Generic Library Disaster Response Plan Page 1

4 CDs and CDRoms Freezing Special treatment Microfilms Motion pictures Items for discard or replacement No action required Items requiring a conservator or other expert 8. Rehabilitation after a disaster 9. Post disaster review Appendices 1. Key contacts 2. Liaison Librarians 3. Suppliers and equipment list 4. Disaster contractors 5. Floor plans for each site 6. CAVAL Disaster bin contents list 7. Priority retrieval criteria and lists for each site 8. Conservators 9. After hours disaster response 10. Recording sheets 11. Other related policies 12. Contingency planning CAVAL Generic Library Disaster Response Plan Page 2

5 Disaster Response Teams Library Disaster Response Coordinator fill in appropriate name(s) Site Site Disaster Library Safety Salvage and Response Manager Officer Treatment teams Coordinator Site 1 Site 2 Add any relevant notes about which position has evaluation authority etc. Also include who can act at alternative sites (where appropriate). Include any information that may be useful to people using the plan about who to contact in the Library for disaster response. May include a list of trained people, not necessarily just the leaders. CAVAL Generic Library Disaster Response Plan Page 3

6 Library Disaster Response Plan 1. Objective of the Disaster Response Plan This section lists the objectives of the plan, and lists other information about where the plan sits in relation to the disaster plans of the organisation / community the library is part of, eg. University, Council etc. The objective of the Disaster Response Plan is to inform and enable staff to respond effectively to any emergency and especially, in the event of fire or flood, ensure water damage to materials is minimised and the library service is returned to full capacity as quickly as possible. Long term exposure of library items to water will result in mould growth, and consequently permanent loss. The Library s Disaster Response Plan operates within the context of any broader institutional or community plan. List the plan if applicable, or remove the paragraph. This plan is the Library s response to environmental risks. This allows for the Library Disaster Response Co-ordinator to document considerations of local specific risks to their libraries, i.e. Flood, Fire, Chemical exposure, Storms etc, relates to the contingency sections. 2. Distribution of the Disaster Response Plan Lists who has copies of the Plan, who has access to the plan, and where the plan is located both in print and electronically if applicable. All staff should have access to a version of the plan, but you can specify here how much information, ie complete plan, flip charts. Each site Disaster Response Coordinator and Team Leader has a printed copy of the Disaster Response Plan and each disaster bin will contain a printed copy. It is advised that if the Library has access to an intranet site, that an electronic version also be made available under Manuals and Policies, or the relevant heading for individual libraries. It is important that all staff should have access to a version of the plan. 3. Maintenance of the Disaster Response Plan Lists who is responsible for updating the plan, and how frequently this will occur. The Library Disaster Response Coordinator is responsible for regularly reviewing and updating the Disaster Response Plan. It is recommended that this occur at least twice yearly, or more frequently if major changes occur in the institution/library that need to be reflected in the plan. 4. Roles of Disaster Response Team members Outlines the positions on the team, what they are responsible for and how they interact with other members of the team. Include who has authority to authorise for extra-ordinary expenditure that may be necessary when responding to a disaster, and where they are as part of the team. Library Disaster Response Coordinator (ongoing) Ensure relevant training is provided for disaster team members. Raise awareness of disaster response issues throughout the Library, through formal and informal paths CAVAL Generic Library Disaster Response Plan Page 4

7 Manage the regular review and updating of the Library Disaster Response Plan, including the priorities for retrieval, contact numbers, Manager at each Site Collaborates with the Site Disaster Response Coordinator to coordinate the response to disasters (may be same person). Only the Manager and Library Executive have authority to: Declare a disaster and designate staff to other duties. Request staff to attend disasters at another site. Call in staff outside normal hours. Close the Library because of the scale of a disaster. Call in an outside commercial organisation to help with disaster recovery. Decide on alternate areas for re establishment of services after a major disaster. Note: If the disaster is on a large enough scale to warrant media attention contact the institution s Media Relations Officer. Site Disaster Response Coordinator (assigned at the time) In collaboration with the Library Manager (may be the same person) coordinates the response to disasters. Assesses the scale of the disaster. Decides on order of recovery of Library materials in accordance with the priority retrieval list (see appendix 7) Liaises with relevant organisation s staff concerning the disaster, communication with clients and other stakeholders, media outlets, staff or business concerning insurance, salvage contractors eg freeze drying contractors etc., ensuring that the people are informed and services are arranged Monitors the progress of salvage, evaluation and treatment. Ensures the maintenance of an up to date list of items retrieved Safety Officer (assigned at the time) Ensures all procedures are conducted in a safe manner, including following relevant Occupational Health and Safety practices. Ensures all participants in recovery have adequate meal and drink breaks, and arranges for drinks to be provided. Ensures all staff are signed on and off while working on recovery. NO other roles will be undertaken during initial stages of salvage and recovery, as staff safety MUST take priority. Ensure that all staff affected, have access to counselling. Evaluation Manager Inspects salvaged material and decides on appropriate treatment in consultation with the Salvage and Treatment Team. Assists the Site Disaster Response Coordinator in maintenance of retrieval lists. Salvage and Treatment Teams Under instructions of the Site Disaster Response Coordinator: Photographs and records the damage prior to salvaging. Protect library materials from further damage. Remove wet materials from area and transport to evaluation area. CAVAL Generic Library Disaster Response Plan Page 5

8 Record decisions of the Evaluation Manager regarding drying methods. Organise drying of wet items in accordance with decisions of the Evaluation Manager. Prepare items for sending to freezing facilities 5. Contingency Planning It is important that the library should detail the actions that staff should undertake if they are given prior warning of a potential disaster that will affect their building, eg building on fire next door, bushfires surrounding campus etc. If prior warning is given for a potential disaster that may affect the library and its business, then actions need to be taken in a timely manner to protect the building and its collections, ensuring when the danger has passed, that normal business can resume with limited impact on the staff and students. The actions taken should also be in accordance with the policies and procedures for the wider institution, and should follow the guidelines set by them. See appendix 12 for a list of situations and the actions to be taken. Ensure that staff are contacted and warned of a potential disaster, and the possibility that they may need to be called in to respond to a disaster, thus ensuring that the Disaster Response Team can be assembled if they are needed. 6. Disaster Reaction Outlines the actions that should be taken should a disaster occur to ensure the safety of the staff and members of the public Safety first If an incident results in the obligatory evacuation of the Library, follow normal evacuation procedures, and do not re-enter the Library until given the all clear by emergency personnel or relevant staff. If you are the first person to enter a flooded section of the Library DO NOT touch or step into standing water - it could be electrified. If there is any chance of the power supply being in contact with water, phone the organisation s relevant staff / department (ie. Maintenance) immediately to check safety and turn off electricity if required. Report this to the Library Manager and OH&S Officer who may decide to tape off the area with caution tape or close the Library until declared safe. Be aware of possible slippery floors Raising the alarm very important This section can be workshopped by staff, and the appropriate listing devised. Examples of whom to contact are included. It would not be expected that the first person would contact everyone, but the people contacted would in turn contact others. It is assumed that if necessary all relevant emergency services will be contacted first, eg Ambulance, Fire etc. First person on the scene of a disaster should attempt to contact the following staff members in order, using the Disaster Response Team list. 1. Your site Disaster Response Coordinator. 2. The Library Manager at your site. 3. Salvage and Treatment Team members at your site. 4. The site Disaster Response Coordinator at the closest other site. 5. The Library Disaster Response Coordinator. CAVAL Generic Library Disaster Response Plan Page 6

9 Once any one on this list is contacted they should take over the responsibility to assemble the entire site disaster team, or delegate you to continue Occupational Health and Safety All staff must undertake the recovery process with the aim and responsibility of keeping good occupational health and safety practices in mind. They must not put any other worker in danger, enter an area they feel to be unsafe remain in an area they feel to be unsafe should report ANY situation and/or incident that they believe to be dangerous should follow correct lifting and moving procedures report immediately any hazards that could potentially harm people while participating in the recovery process, eg water coming through electrical sockets Remember the situation that staff are working in, is outside the normal work duties, so extra care must be taken. 7. Disaster Response 7.1. Assessment of damage Lists assessment criteria to assist with identifying the type and extent of the disaster / event, and reactions that will be needed by staff and/or contractors employed. The site disaster response coordinator and an assistant should assess the type and scale of the damage. What type of damage is involved (water, smoke, dust contamination, pests etc) What is the likely source of the damage If water damaged, how many items are wet (count the number of shelves) How wet are they How long have they been wet How dirty are they Has mould developed What types of items are wet (books, AV, computers, microforms, etc) What areas of the collection are damaged Based on this assessment the site disaster response coordinator will decide whether the site disaster team is able to attend to the damage or if assistance is required from other site teams or outside organizations. They will also assess whether the site library will need to be closed and estimate for how long Scale of disasters Sets criteria to quickly identify the extent of the damage and effect it may have on the Library s services. CAVAL Generic Library Disaster Response Plan Page 7

10 Minor disasters Significant disasters The On Site Disaster Response Team will be able to air dry all wet items using supplies from the disaster bin. Only minor disruption to Library services Less than 3000 wet items ie approximately 100 shelves On Site Disaster Response Team will need assistance from outside the Library, including casual staff and/or contractors Large numbers of very wet items will require freezing or vacuum freeze-drying. Closure of sections of the library or the entire site Library may be necessary. Consider alternate sites for provision of skeleton services Stabilisation of the environment Ensure that the area will not deteriorate and increase damage to items these may only be relevant to minor or significant disasters, or to both. Contact relevant maintenance personnel or contractors to arrange to: Stop any water leaks and turn off electricity if required. Ensure adequate temporary lighting if electricity has been disconnected. Clean up the water. Saturated carpets and furniture may need to be removed if wet-dry vacuum cleaners are not available or cannot cope with amount of damage. If assistance from relevant maintenance personnel is not prompt appoint a mop up team from Library staff. Have the ventilation set so that heating is turned off and cooling is turned on. This is to prevent mould developing by keeping the temperature and relative humidity as low as possible (ideally 18 degrees and less than 45% relative humidity). If water is still coming in through the ceiling cover affected shelving with plastic sheeting and catch water in buckets if appropriate Reporting the disaster Identifies who the disaster should be reported to, decide order of relevance Report the disaster to: Emergency services Relevant maintenance personnel The Library Director The Library Disaster Response Coordinator If computers are damaged contact relevant IT people The Insurer. Library staff are required to minimise losses. Contact the insurer early and show that you are attempting to prevent the damage from getting worse. The Loss Adjuster needs to know the extent of the damage, the extent of the losses and the cause. For small disasters, there may be no need to notify the Insurance Officer, but prior approval of the $ amount should be established. CAVAL Generic Library Disaster Response Plan Page 8

11 7.5. Recovery decision making List issues to be aware of when making decisions about the clean up after a disaster. The overall strategy for recovering from a disaster will depend on the type and scale of the disaster. The Library Disaster Response team will not be able to adequately cope if water or fire has damaged a large proportion of the collection. After consultation with relevant maintenance personnel, call a Disaster Response contractor early and discuss appropriate methods with them. (See appendix 4). They may recommend use of commercial dehumidifiers to dry the building. In this case any wet or very damp items may need to be removed and frozen or air-dried. Check with the contractor whether the type of dehumidifiers used will damage non-book materials - they may need to be removed. Don t allow contractors to use ozone to reduce smoke odours as it is hazardous to humans and paper. Air-drying is appropriate if less than 3000 books (about 100 shelves) are wet and a team of 5 to10 trained staff, supplies and equipment are available. Drying must be completed within 48 hours to avoid mould developing. This method is very time consuming but otherwise inexpensive, some distortion occurs and rebinding may be required in some cases. Freezing halts further deterioration in wet materials. Use when there is more material than can be air-dried within 48 hours. Allows staggered retrieval from cold storage for further treatment and allows for decisions about discarding not to be rushed. Vacuum freeze drying is suitable for large quantities of very wet books. Books are frozen then placed in a vacuum chamber, water sublimates from ice to gas causing less distortion and the need for less rebinding than air-drying BUT it s expensive - $100 to $120 per A3 sized archive box full. About 3000 books per week can be freeze dried. Contact a disaster contractor for freeze drying facilities. (See appendix 4) Dust contamination and pest infestation will require cleaning and pest control respectively contact the relevant maintenance personnel Setting priorities These must be set in line with the business of the Library. It should list in order what should be dealt with first before a disaster occurs. It will provide guidelines when dealing with a disaster. The site disaster response coordinator decides on the broad retrieval priorities: Wet or threatened items on the priority retrieval lists. (See appendix 7) Prevention of damage to currently undamaged items (protect or remove). Materials with critical time limits for drying eg. Coated papers require treatment or freezing within 6 hours, or a decision to discard them. The site disaster response coordinator ensures their decisions regarding recovery strategy and priorities, and the reasons for them, are recorded by the record keeper Establish a control centre and sorting and treatment areas If the type and scale of the disaster make in-house treatment appropriate a control centre, sorting area and treatment areas will be required. Control Centre CAVAL Generic Library Disaster Response Plan Page 9

12 A control centre should be set up near the affected area for briefing staff, ringing contacts and organising operations, monitoring and maintaining the contact for all sections of the response. Evaluation/Sorting Area An evaluation/sorting area is required for the evaluation manager to sort items from salvage. It should have tables and be near to the affected area. Treatment Area The treatment area should be secure, clean and dry with good air circulation and road access for sending items to freezing facilities. It should be large enough for the amount of material to be dried. Collect tables for air-drying wet items, the disaster bin, and fans and/or small portable dehumidifier(s). (The location of fans at each site is listed under the lid of each disaster bin. The location of disaster bins is shown on floor plans at each site. (See appendix 5) Maintenance personnel may have access to small dehumidifiers. Contact Maintenance personnel if a satisfactory area is not available within the library. Have the OH&S Officer check the suitability of the area. Possible sites could be preidentified and evaluated as to the type of services they offer, i.e. water, power, computer network points, room for trestles, etc Photograph and record all damage Before moving any items it is important to record and photograph all damage for insurance purposes. The site disaster response coordinator will appoint a record keeper to photograph and take explanatory notes on each photograph. Use a digital camera if one is available, or request a staff member to purchase disposable cameras from a local supermarket or pharmacy. The extent of the damage will determine how many you will need. They may need both flash and water resistance. Photographs should be used as a supplement to, and enhancement of the written record, not as a replacement of. Photograph and record in writing: The source of the damage, eg.where the water is coming from. The overall disaster scene. Extent of the damage including details of all wet materials. Show water depth by pointing to the water level as this may not be visible on a photograph. Use a ruler if one is available. Periodically photographing the progress of salvage and treatment. Any special or unusual material that is damaged, and that there may be a dispute about Other Leased equipment Before moving or attempting to treat photocopiers, printers, computers etc that are leased permission should be obtained from the company concerned. Emergency Response and Salvage Wheel A helpful device when decision making regarding disaster response is the Emergency Response and Salvage Wheel. They are available via the U.S. Heritage Preservation website at: CAVAL Generic Library Disaster Response Plan Page 10

13 8. Disaster Recovery 8.1. Salvaging Procedures Prior to any salvaging the site disaster response coordinator will brief the disaster response team on the nature of the disaster and his/her decisions regarding the recovery strategy and priorities, including relevant Occupation Health and Safety considerations. They will also assign duties to the salvage and treatment team members. Staff assigned to salvage should:- Put on rubber gloves. Remove any item that could be a health hazard eg. Broken shelving. Remove any items lying on the floor. Ensure they do not close open items, or open any closed items. Check the priority retrieval list for any items within the range and remove these. Remove material from the top shelves first on both sides of the range so it does not become unstable. Pass material via a human chain to trolleys for transport to the evaluation area Evaluation Ideally the Evaluation Manager will be the Librarian whose subject/collection area is affected. (See appendix 2) The Evaluation Manager examines items brought from the salvage area and sorts them into materials for: Air-drying. Freezing. Special treatment. Discarding. Replacement. No action required. Referral to a conservator or other expert Evaluation decision making In making decisions regarding treatment methods the Evaluation Manager will take into account the following. Air-drying Air-drying is recommended for: Items that are required for use quickly eg. Reserve collection. Most books where there is no evidence of mould and drying can be completed within 48 hours. Glossy pages if there is time to interleave every glossy page within 6 hours and pages are not already sticking together. Journals (Only if no electronic access is available). Posters and maps. Documents and manuscripts. Microfiche and microfilm if only small quantities. Audiocassettes and videotapes. CDs and CDRoms. CAVAL Generic Library Disaster Response Plan Page 11

14 Freezing Freezing or blast freezing is recommended if: There are more books than can be air-dried within 48 hours. There are signs of mould. Books are saturated and of high value. (Consider vacuum freeze drying) Items have water-soluble inks including watercolour, dyes and inks. Items with glossy paper and of high priority if pages are not sticking together. (Only 50% successful even when followed up with vacuum freeze drying) Do not freeze: CDs or CDRoms. Magnetic tape. Audiocassettes. Video recordings. Do not freeze unless advised by a conservator: Pre 1950 photographs and negatives. Artwork. Pre 1950 phonograph records and cylinders. Leather or vellum bound items. Special treatment Motion pictures. Microfilms if several are wet. Paintings. Discarding Consider discarding wet items when: Their age and usage would justify weeding in any case. Journal issues are available elsewhere or electronically Items that cannot be treated successfully and have a very low priority. If in doubt have material frozen and decide later whether to discard or dry. NOTE: DO NOT DISCARD ANY ITEMS WITHOUT THE APPROVAL OF THE INSURANCE LOSS ADJUSTER. Replacement Consider replacing items: Items with glossy paper (vacuum freeze-drying is only 50% successful). Any item that is still used but cannot be successfully treated. No action required Items that are not damaged require no action other than keeping them aside until the area is restored to normal so they can be returned to the shelves. Referral to a conservator or other expert If mould is detected on large quantities of materials. CAVAL Generic Library Disaster Response Plan Page 12

15 Pre 1950 photographs and negatives. Artwork if valuable. Pre 1950 phonograph records and cylinders. Illuminated or gilded manuscripts. Leather or vellum bound items. Glossy (coated) papers if already sticking together and valuable. Water-soluble inks if of high priority. Coloured film if not treated within 48 hours. Any valuable items damaged by smoke, soot, or charring. 8.3 Treatment techniques Items are collected from the Evaluation area and taken to the appropriate treatment area. The disaster bin(s) should be collected and electric fans and/or portable dehumidifiers should be turned on to circulate air and reduce humidity Air-drying Books When very or partly wet 1. Place plastic sheeting over tables and cover this with unprinted newspaper. 2. Lay book at the edge of the table with the fore-edge facing out. 3. Squeeze water out from spine towards edge. 4. Starting from the back of the book insert paper towel or unprinted newspaper sheets well into the gutter margin between every 3 to 5 cm. and change these when wet - approximately every 2 hours. If there are glossy (coated) pages interleave between every page. 5. Lie book flat until only damp. When only damp 1. Stand books on edge with pages lightly fanned. 2. Place in front of electric fans to dry them. 3. After about an hour turn book upside down and check that pages are still fanned. 4. If the cover is damper than the book place paper sheets between the cover and the book. When dry to the touch 1. Lay book flat. 2. Push covers gently into position. 3. Stack several books from largest to smallest and fore-edge to spine with a board on top. Place weights on the board to flatten the books. 4. Leave until thoroughly dry. Journals Before spending staff time and effort drying journals check if the damaged issues are available electronically or elsewhere if so they should generally be discarded especially if they have glossy (coated) pages. (Follow air-drying of books procedure for journals with glossy pages that need drying). 1. Squeeze out excess water as with books. CAVAL Generic Library Disaster Response Plan Page 13

16 2. String up braided fishing line and hang journals over. 3. Allow air circulation from electric fans to dry them. Posters and maps Large items like posters and maps can either be placed on a table covered in newspaper or an upturned table with fishing lines tied across can be used to spread them out to dry. Documents and manuscripts Documents and manuscripts can be spread over newsprint on a table or, if there are many, interleaving with newsprint between stacks of 25 sheets is suitable. Microfiche and microfilm Microfiche can be air-dried by hanging them individually on fishing lines using plastic clothes pegs. If only one or two microfilms are wet they can be air-dried by hanging them on fishing line with plastic pegs but if there are several they should be sent to a microfilm processor to be rewashed and dried. See Special Treatment. Audiocassettes and videotapes For both audiocassettes and videos firstly check whether there is another copy and whether you are permitted to copy it. If a copy cannot be made the drying procedure is the same for video and audiocassettes. 1. Dismantle the tape. 2. Blot up water from tape with a lint free cloth. 3. Air-dry tape by spreading over a table covered with newspaper. 4. Reassemble. 5. Re-record. CDs and CDRoms Rinse in tap water-do not rub. Remove from case and loosely stack vertically in crates or boxes until dry Freezing or Blast Freezing Ring a company that provides freezing or blast freezing facilities as soon as a decision is made to freeze. (See appendix 3). They may be able to provide crates as well as transport to their facilities. Assume any crates used may be unavailable for a considerable time. Cardboard or plastic crates can also be purchased. (See appendix 3) Prepare books for sending to freezing facilities: Estimate the number of crates required and organise purchase/hire. Securely label each crate with a number tag. Wrap each book in freezer or waxed paper. Place loosely in a crate spine edge down one layer deep or lay flat arranged largest on bottom to smallest on top with no overhangs. Allow for expansion as they freeze. CAVAL Generic Library Disaster Response Plan Page 14

17 Do not pack in wedges wider than 50 mm unless unavoidable due to size of books. Wider amounts take a lot more time to freeze, and then to recover from the freezing process. Record on sheets provided (See appendix 10) the details of each item sent for freezing and the crate number it has been placed in or use a portable bar code reader if available. When a reasonable number of crates are full arrange for transport to the freezing facility either with the library car or hire a truck if quantities require it. (See appendix 3) Special Treatment Microfilms Note: If only one or two microfilms are wet they can be air-dried see Airdrying. If several are wet: Wipe outside of boxes before opening. Check whether the film itself is wet if not put it aside. Leave wet films in boxes and hold together with rubber bands. Pack films in blocks of 5 and immerse them in water either in a bucket with lid or in crates lined with garbage bags. Send to a microfilm processor for rewashing and drying within 72 hours. (See appendix 3) Motion pictures Wipe the outside of the canister then check if the film itself is wet. If so: Leave the film in the canister, fill with clean water and replace lid. Pack films in a bucket with lid or in crates lined with garbage bags. Send to a film processor for rewashing and drying within 72 hours. (See appendix 3) Items for discard or replacement Whether being replaced or not, retain all discards until the insurance loss adjuster has inspected them. Put them aside in separate areas to be dealt with later No action required Items that are not damaged and are being kept need to be retained in a dry area to prevent mould developing on them Items requiring a conservator or other expert Put aside any items requiring the attention of an expert. Contact a conservator as soon as possible. (See appendix 8 or 3 under Assistance ) 8.4. Recovery after a disaster Thorough drying and cleaning of the building, carpets and shelving is essential before returning material to shelves. CAVAL Generic Library Disaster Response Plan Page 15

18 Minor Disasters Remove all remaining water Remove or wet and dry vacuum all affected carpets Wash shelves with disinfectant Repair or replace damaged shelving Dry the area with fans and ventilation Ideally do not re-shelve for seven days after the relative humidity has been lowered to 45-50% and the temperature is lowered to 20 degrees. Significant Disasters Cleaning and sterilisation Heating, ventilation and ventilation system Electrics including light fittings Fire detection and protection system Communication system Electronic security system Building fittings eg. Ceiling tiles, carpets Storage equipment 9. Post disaster review Conduct a post disaster review to aid in future disaster prevention. It should place emphasis on what happened, describing it in detail, including how the incident could have been averted include:- What supplies were missing, including supplies not available at short notice. What worked and what didn t. Prepare a report on the disaster to the Library Director, and any relevant organisational committees / personnel. Library Management should formally thank all staff, volunteers and consultants who assisted in the disaster recovery. CAVAL Generic Library Disaster Response Plan Page 16

19 Appendices Appendix 1. Key contacts This includes specific contact details including name, phone numbers both home and mobile, address (or at least area they live), for people inside and outside the library and organisation. eg. Fire, Water, SES, Police, Ambulance, Electrician, Building Maintenance, Cleaning services, Plumber, Library Director, Library staff trained in recovery if not listed elsewhere. It should be personalised for the individual library. Appendix 2. Liaison Librarians This is where the librarians that have specific knowledge or expertise are listed with their areas. It should also include those at other sites that can be called in for reference when necessary. CAVAL Generic Library Disaster Response Plan Page 17

20 Appendix 3. Suppliers and equipment list This outlines the type of additional assistance that the library can call on for assistance. It should be updated regularly as contact details and companies may change. Category : Name / Supplier : what is to be supplied. Categories listed below are suggested however depending on the type of institution, its location and material handled they can be adapted for personal use. Assistance Blast / snap freezing Cleaners Cold storage / freezing blast / snap freezing the name and address of the company, including both postal and delivery / pick up address Contact : Details : Cost : Size / Quantity : Delivery : the name of the person with whom you should correspond, their position within the company, and phone and fax numbers, the web address and address if available this is not filled in for each supplier, but allows room for details about what they specialize in, area s they do or don t supply to, and any other relevant details that don t fit into the other headings : Specialist conservation assistance as well as casual workers. Able to provide assistance and advice, even total package. : Facilities needed to freeze wet material before drying and transporting it to the freezers. : Assistance in cleaning up the site after the removal of damaged material. : Moving the damaged material to the freezing facilities, closely related to blast / snap freezing. how much the product costs include details about quoting for individual jobs, the number etc, if there are time limits i.e. cost more to have for short term CAVAL Generic Library Disaster Response Plan Page 18 how many they can supply, or that you are required to purchase, the sizes available etc libraries private ; libraries public ; employment ; cleaners - industrial drying equipment and services industrial ; refrigeration commercial & industrial ; refrigerated transport trucks & equipment cleaning contractors commercial & industrial drying equipment and services industrial ; refrigeration commercial & industrial ; refrigerated transport trucks & equipment instruments scientific Conservation equipment : Suppliers of equipment such as hydrothermographs, temperature and humidity measures, and other specialized equipment. Crates cardboard : Used for packaging books and transporting and storing during the freezing process. boxes & cartons cardboard &/or fibre Crates plastic : Used for packaging material for transportation etc, it is not permissible to use bread and or milk crates, thus you must seek a plastics--products supplier of this type of product. Dehumidifiers : Used to reduce the relative humidity where floods have occurred time frame for delivery, if cost extra for short turn around time, if they deliver or you have to collect, if they are available 24 hours etc

21 Fans Generators Insecticide and pest control Lighting Monitoring equipment Newsprint to reduce the chance of mould growing. dehumidifying products ; drying equipment and services industrial : Used to circulate air around areas, and also to dry not so wet material. fans & blowers : Will need to have a power supply should the power be cut through fire or flood, until it is reconnected. generators & generating sets : The need to reduce the influx of insects and other pests is very important, this can be done a number of ways and you should be pest control guided by the professionals. : Used to establish portable lighting for areas where ordinary lighting is not available. : Used to monitor the situation for dampness, and other possible environmental hazards. : Supply newsprint paper for use in recovery from disaster. It can be used to separate pages and absorb water, or just cover benches being used. lighting & power emergency ; hire party equipment ; hire builders contractors & handyman s equipment environmental &/or pollution consultants ; instruments scientific (eg. Dick Smith) testing equipment ; gas detectors ; air pollution measuring equipment paper merchants ; stationery retail and commercial Photograph, film and microfilm services : Used for processing and repairing microfilm, microfiche and photo negatives if damaged. microfilming services equipment & supplies Photographic laboratories and processors : Use to reprocess photos that are damaged by water. photographic processing services ; photographic processing services professional Pumps : To pump water from areas, fire brigades may be of assistance. drying equipment & services ; vacuum equipment & systems ; pumping contractors ; hire builders contractors & handyman s equipment ; Radio communication equipment Transport : Used to communicate between staff when other forms of communication have not been restored, and staff are in remote areas. : The possibility of moving and establishing a site elsewhere with material moved from the primary location, and moving of material for commercial processing that is not to be freeze dried. CAVAL Generic Library Disaster Response Plan Page 19 radio communication equipment &/or services ; paging systems--radio furniture removals and storage ; taxi truck services ; carriers heavy Transport cold storage / : Transport items designated for freezing to the cold storage,

22 freezing preferably in freezer trucks. refrigerated transport trucks & equipment Vacuum cleaners : Short term hire of vacuum cleaners, especially those that will handle wet conditions vacuum cleaners ; vacuum equipment & systems NOTES: 1. Sunicrust Bakeries, Tip Top Bakeries And National Foods Milk (Pura) have informed us that it is illegal for them to hire out their milk and bread crates. 2 Index of Categories- Assistance Fans Photographic Laboratories $ Processors Blast / Snap Freezing Gamma Radiation Sterilisation Pumps Cleaners Generators Radio Communication Equipment Cold Storage / Freezing / Blast Snap Insecticide and Pest Control Recovery / & Freezing Conservation Equipment Lighting Transport Crates /Cardboard. Monitoring Equipment Transport / Cold Storage / Freezing Crates / Plastic Newsprint Vacuum Cleaners / Wet/Dry Dehumidifiers Photograph, Film & Microform Services CAVAL Generic Library Disaster Response Plan Page 20

23 Appendix 4. Disaster contractors Steamatic / BMS Catastrophe Australia 23 Jarra Drive (PO Box 709) Braeside 3195 Munters Incentive Group 1 Blissington Street Springvale (24 hours) Oliver Threlfall Appendix 5. Floor plans for each site Complete these for every library site. Ensure that major furniture, immovable objects, directions that shelving runs and passages or walkways are clearly identified on the floor plans as emergency personnel may need to use them to move around the library/site. Also link collections or priority items for retrieval to the floor plans should staff not be able to enter, but need to rely on other personnel. Appendix 6. CAVAL Disaster bin contents list Quantity Description Quantity Description 1 Bag of Rags 2 Twist Mops 50 Baggage labels (Tyvek) 500 Newsprint (Sheets) 1 Caution Tape (roll) 2 Overalls, disposable 20 Bin liners (74 litre) 2 Paint brushes 1 Bucket with lid 4 Paper towels (rolls) 2 Buckets (10 litre) 5 Pens, waterproof 1 Camera (Disposable with flash) 1 Polythene sheeting (roll) 1 Chalk, coloured (box) 1 Safety pins (box) 2 Clipboards 2 Scissors 10 Face masks 3 Sponges, large 1 First aid kit 2 Tape, masking (rolls) 500 Freezer bags 1 Tape, gaffa (roll) Gloves, cotton (pairs) Gloves, latex (pairs) Gloves, leather (pairs) 2 Torches with batteries 2 Goggles, plastic safety 2 Whistles CAVAL Generic Library Disaster Response Plan Page 21

24 Appendix 7. Priority retrieval criteria and lists for each site List in order of recovery the items that must be retrieved and processed first in the event of a disaster, taking into account both the business significance as well as the vulnerability/rareness of the items. It may be in collections sections, shelve runs, or specific items depending on the library and their clients. Do not neglect the work areas where items may be waiting for processing, and files that contain important information are stored. Appendix 8. Conservators Lists conservators that the Library has access to. Generally they are already listed in Appendix 3, and are at the State library, but the Library may have access to others. If there are specialist areas of collecting i.e. paintings then specialists for that area should be listed here. Appendix 9. After hours disaster response This includes the procedures to be followed when a disaster occurs after hours, ie who should be contacted etc. Appendix 10. Recording sheets Include masters of sheets to be used in a disaster. There should be a number of sheets able to be used immediately if copying facilities are not available. These can be individualised, but the type of sheets to be included are : Time sheets detailing who worked, the time they started, finished and what they did (salvage, evaluation, packing) Material sheets details title, call number, OCR/barcode, decision about recovery (discard, freeze, air dry), where it is now located ie box 48 blast freezing. Visitors list who was at the site, where they are from, the purpose of their visit this can be used for the formal report and to ensure only relevant people are allowed on site. Appendix 11. Other related policies Include here a list of other policies that may influence decisions being made should a disaster occur. These may include ownership and maintenance agreements, who has authority over buildings and contents, and if different who has overriding authority, etc. It may also include known regional or outside the organisation policies that will impact should a major disaster occur. Appendix 12. Contingency planning Include here a list of actions that would be taken should the library be given advanced notice of a potential disaster occurring. This should include actions to protect the building, the collection and the library staff. It should include/refer to whom to contact for immediate assistance, eg Property Services for tape for the windows, rental vans to remove the priority items identified in appendix 7 Two types of forewarning are possible, these are when it affects an ajoining site, or it affects the site you are located on. In both, establishing and maintaining contact with staff who may be needed to form a Disaster Response Team should be highlighted. CAVAL Generic Library Disaster Response Plan Page 22

25 Bibliography Baillie, Jeavons, 1998, Model disaster recovery plan manual contents, Unpublished work. Baillie, Jeavons, 1998, Recovery of Non-Paper Media, Unpublished work. Baillie, Jeavons, 1998, Salvage, Unpublished work. Buchanan, Sally. 1999, Emergency salvage of wet books and records, Northeast Document Conservation Center, 21 August 2002, < Henson, Stephen. 2000, Writing the Disaster Response Plan: Going Beyond Shouting "Help! Proceedings of the 9th Annual Federal Depository Library Conference October 22-25, 2000, 21 August 2002, < pubs/proceedings/00pro28.html> Inland Empire Libraries Disaster Response Network. IELDRN Sample Disaster Plan, Inland Empire Libraries Disaster Response Network, 5 July 2003, < Kahn, Miriam B., 2003, Disaster response and planning for libraries, 2 nd edition. American Library Association: Chicago. Library of Congress. 2002, Emergency drying procedures for water damaged collections, Library of Congress, 21 August 2002, < Manock, Ian D., 2001, Managing risk in tertiary education institutions, [in] Australian Vice Chancellors Committee Conference on Occupational Health and Safety held at University of Sydney in July 2001, Sydney. Lyall, Jan. 1993, Disaster Planning for Libraries and Archives: Understanding the Essential Issues, National Library of Australia, 7 April 2002, Price, Laura and Smith, Abby, 2000, Managing cultural assets from a business perspective, Council on Library and Information Resources: Washington, D.C. Syracuse University Library. 1995, Syracuse University Library Disaster Manual, Syracuse University Library, 14 November 2001, <libwww.syr.edu/information/preservation/manual.htm> Walsh, B., 1997, Salvage operations for water damaged archival collections, WAAC Newsletter, vol. 19, no.2, pp CAVAL Generic Library Disaster Response Plan Page 23